Activity and Trip Specialist - Transportation Department

Mehlville R-9 School District•Mehlville, MO

1d•Onsite

About The Position

The Activity and Trip Specialist - Transportation Department is a 12-month position responsible for all trips and activities, and administrative assistant duties under the supervision of the Director of Transportation. This role involves planning, scheduling, and coordinating transportation logistics for various school events, managing vendor relationships, processing financial documentation, and providing administrative support.

Requirements

High school diploma or equivalent
2 to 5 years of job-related prior experience
Requires confidentiality

Nice To Haves

Additional education/certification preferred

Responsibilities

Plan, schedule, and coordinate daily and seasonal transportation logistics for instructional field trips, athletic events, extracurricular programs, and specialized student events.
Evaluate trip requests to determine vehicle availability, optimal routing, driver assignments, and time estimates, ensuring cost-effective allocation of department assets.
Serve as the primary point of contact for school administrators, athletic directors, teachers, and coaches regarding trip requests, schedule changes, and logistical requirements.
Prepare, process, and track purchase orders, invoices, and billing documentation to ensure accurate financial management for all transportation operations.
Onboard new vendors, maintain vendor relationships, reconcile accounts payable/receivable, and manage trip-related expenses (e.g., charter buses, tolls, venue parking fees).
Calculate, verify, and cross-charge trip costs to appropriate school budgets, grants, or activity funds in a timely manner.
Assist in the tracking of transportation staff, including bus drivers, monitors, and sub-drivers.
Maintain and regularly update the master driver seniority list and bus assignment rosters.
Oversee end-of-year shutdown tasks and prepare back-to-school transportation schedules, driver route bidding packets, district calendars, and physical exams.
Schedule, organize, and manage documentation for state-mandated safety inspections.
Manage multi-line phone systems and two-way radio dispatch channels, providing clear, timely communication to drivers, school staff, and parents during routine routes and trip delays.
Provide administrative support to the Director of Transportation, assisting in real-time problem-solving, route adjustments, and emergency response handling as needed.
Perform additional operational tasks and administrative duties as assigned by the Director of Transportation.